Administrative Secretary Job Carson area,California USA,Administrative/Clerical

Administrative Secretary

The City of Carson is seeking an Administrative Secretary that thrives in a dynamic, fast-paced environment, takes initiative, and actively contributes to a more efficient, coordinated, and solutions-driven ITS department. They possess exceptional administrative and secretarial skills, enabling them to relieve the Director of ITS of detailed clerical responsibilities with accuracy, confidentiality, and professionalism.

What the Ideal Candidate will bring:

• Identifying inefficiencies or recurring issues impacting staff or systems

• Recognizing communication gaps or workflow bottlenecks

• Recommending improvements to digital forms, departmental processes, or documentation

• Tracking recurring technical complaints to help guide IT improvements

• Helping streamline internal work processes through better organization, tools, or reporting

Vacancy Information There is one (1) current full-time (FLSA: Non-Exempt) vacancy with a 4/10 schedule, working Monday through Thursday from 7:00 a.m. to 6:00 p.m. (including a 1-hour unpaid lunch break). Work hours and/or the work schedule may be adjusted based on the operational needs of the department. The City does not currently offer remote or hybrid work options.

Job Summary :
Under the direction of a General Manager, performs specialized complex and confidential secretarial and administrative duties. Primary liaison between the General Manager and City Manager, Elected Officials, managers, supervisors, clerical staff, outside agencies and the general public; may organize and monitor the work of clerical staff.

Essential Duties

(These functions are representative and may not be present in all positions in the class. Management reserves the right to add, modify, change or rescind related duties and work assignments.)

Provides administrative/secretarial support, relieving the General Manager of administrative or clerical details.

Coordinates communications and correspondence between General Manager and work group's staff which include issues of a confidential nature.

Independently composes difficult correspondence on a variety of matters, which can include material of a confidential nature, from shorthand notes, rough drafts, transcription machine tapes or verbal instructions.

Prepares city documents including, but not limited to, personnel action forms, performance evaluations, requisitions and legally required notices.

Reviews and edits documents prepared by work group's staff for accuracy and General Manager's signature.

Assists in the gathering, and compiling of information for budget preparation; may monitor budget expenditures.

Prepares administrative reports and memoranda; develops office forms and report formats.

May train, provide work direction, and supervise clerical support staff; may assign and review work to assure timely and efficient completion of office work.

Receives, screens, and interviews callers on behalf of the General Manager, both in person and on the telephone; evaluates and responds to requests, complaints/concerns; forwards requests, complaints/concerns to appropriate staff for attention; follows up to ensure prompt response or action.

Provides information and assistance to work group's managers, supervisors, and clerical staff, other city departments, outside agencies and the public.

Interprets, explains, and applies city laws and guidelines, policies, programs, rules, requirements and procedures.

May prepare and distribute meeting notices, agenda, and agenda items; may attend meetings and conferences to record proceedings or receive information; may prepare and distribute action minutes.

Opens and reviews incoming mail and documents for General Manager's signature; notes pertinent information for General Manager's consideration and action.

Maintains a variety of confidential information, complex files and records.

Maintains calendar for the General Manager; schedules meetings and appointment; makes travel and hotel arrangements.

May process timesheets and surveys.

Performs related duties as required.

Qualifications

Education and/or Experience :

High school diploma or GED and two (2) years of college level courses or equivalent…